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01/23/2003 - Minutes DOWNTOWN TASK FORCE MEETING JANUARY 23,2003 OFFICIAL MEETING MINUTES (APPROVED BY THE TASK FORCE 2/27/03) 1. Introductions Task Force chair Mike Marr welcomed the group and asked all attendees to introduce themselves.Afterward,he introduced a memo he wrote (Attachment 1 to the minutes), and asked members to read it. Mike said the memo details how he sees the Task Force's role.He wants the group to work cooperatively. He asked for comments;Craig Dirksen thanked him for writing this down. 2. Approval of Minutes Mike asked for comments on the 11/21 and 12/19 minutes.There were none. Craig moved that the Task Force approve the draft minutes for each date;it was seconded.Both minutes were approved with all in favor,none opposed. 3. Meeting Schedule Updated meeting schedules were distributed;Community Development Director Jim Hendryx said that the Task Force will continue meeting on the 4` Thursday,with some exceptions. Mike Marr said that some months may have a 2nd meeting;the Task Force agreed that any Thursday works for extra meetings and agreed to the 2003 schedule. 4. Work Program Jim reviewed two boards:Downtown Work Program(distributed) and the"Overview of Tigard Downtown Planning Efforts" (copies will be distributed by mail). ■ Task 1: Station Design Recommendations Working on right now;once approved,will go to Council in March,then TriMet before Final Design begins in April. ■ Task 2: Pedestrian/Circulation Improvements Related to Rail Go to Council in Summer. Includes the Traffic Impact Study and pedestrian improvements to make Downtown/Rail more successful. ■ Task 3: Revitalization/Economic Devpt.Work Plan. Jim showed the"Overview of Tigard Downtown Planning Efforts"chart from a 2002 Council meeting.He said there are a number of different aspects (such as those listed)that could be examined in the assessment report,which is critical to developing the work plan for Phase 11.Are there things the Task Force thinks need to be focused on? Some things may need consultants. ■ Phase II-Makes recommendations for the future of downtown. Craig added that an example would be a list of specific projects for the Capital Improvement Projects (CIP)list. Mike Marr asked that each member get a copy of the chart,and examine it to provide suggestions for topics to focus on. 1 Jim suggested there be an open house along the way to get the public's ideas and priorities.A discussion followed regarding involving the public.The City has not been noticing all owners for meetings due to cost,but has publicized the meetings in Cityscape,the website and Tigard Times.The Task Force agreed that there should be more communication with the public. If an agenda topic will impact individuals directly,they should have notice that clearly says so. Other ideas for communication included: ■ Send an overall notice that the City will post agendas on website,and individuals can look it up to determine if it's of interest. ■ Have a phone number for people to leave their opinion/vote on downtown issues. ■ Cable TV. ■ Connect with TCDBA and Chamber ■ Tigard Times Martha Bishop noted that there are many absentee owners,and this should be kept in mind. Jim said he and his staff will bring a communications plan or outline to the next meeting. It was suggested that the Tigard Beyond Tomorrow Visioning Committee's ideas also be reviewed for public input. 5. TriMet Art Program Mary Priester,Public Art Manager for TriMet,provided a program overview.The program started with Westside Light Rail as a voluntary project,and then was adopted as policy for projects over$100,000. The main goal is create a unique station for each station,find out what's special and bring it out; also,to achieve a system identity.A committee with representatives from people in the affected areas makes the decisions. She said that the Task Force's draft design recommendations document seems perfectly reasonable. The art committee focuses on amenities;the project will have a $500,000 budget,which will be spread equitably among all the stations. The committee works with the architect early on to integrate the art into design and stretch art dollars. The committee also selects artists who are experienced in working with the design team concept.The art committee works with the architect and engineers to make the most of all dollars. For example,if standard seats are included in the construction budget,and the artists will be adding special seats,the art project contributes the additional money,instead of the entire amount. Mary presented a slide show with examples of art,including Interstate Max. ■ Railings: can have things attached easily or replace panels. ■ Column art,such as mosaic ■ Workshops in communities to develop themes. 2 ■ Community-involved art projects ■ Everything needs to be durable:reviewed for safety,security,maintenance,ADA, conservation. ■ Landscape can be part of art treatment(particular trees or plants) The two artists for the Rail line have been chosen. Part of the orientation involves giving them as much information as possible about station areas. She hopes to have an art plan before final design begins. Marland Henderson asked about the process for working with TriMet if citizens want to go farther than the art project. Mary responded that it hasn't happened,but it is certainly possible that the group could work separately with the artist.Although the Goose Hollow goose was done by citizen initiative,they would like that initiative to be done in tandem with TriMet. However,if the ideas are introduced at the beginning of the process,the artist can keep that in mind and integrate it. Craig offered some thoughts for Mary to take back: l)consensus that we want to see integrated art,2)etched or similar treatment for windscreens;3)benches;4)themes: balloon festival is one. 6. Draft Design Recommendations Document Jim Hendryx presented the document:the important thing is if the document represents what the Task Force wants to convey. Comments: ■ The distinction between sources of information is not clear enough,although others thought that it was clear. ■ Second outlet on the park and ride needs to be included. Mike Marr asked the Task Force if anyone felt that it was not necessary. No hands were raised, although Judy Munro said she was not familiar enough with it and would abstain. Discussion regarding the review process ensued,including a second meeting in February or meeting a half-hour early on the 27th,and devoting all of the Feb. 27th meeting to this document with Task 2 documents distributed for reading prior to April's meeting. However,it was decided that the Task Force will meet only on Feb. 27 at its regular time to review/approve the document so that it can get to Council in March. The discussion then focused on the nature of the recommendations,general guidelines v. specific descriptions. It was felt that the general guidelines/parameters were appropriate, as it would give TriMet and the artists general ideas and not lock into too specific descriptions;it's up to higher decision making bodies to concur or not. Mary Priester said that broader is better to give an idea of basic qualities or characteristics for the elements. It was not expected that the recommendations would dictate the entire station's final form;the original thought was that the committee wanted input on the design before final design happened. 3 tt The Task Force then reviewed the recommendations and discussed changes. Suggestions included removing more specific references and instead include the reasoning or context behind the preferences.This information will help the artists and others to understand why the Task Force liked certain examples,allowing the artists to arrive at new products that would accomplish the same goals. Nick Wilson asked about the definition of"traditional" and said he wanted to know more about what that meant;the document provides some general guidelines. Mike Marr raised the issue of a restroom downtown.Judy Munro responded that a restroom would change the entire discussion. In her experience with facilities at the zoo,there are large problems with lock-downs,maintenance and high security requirements,and the City would buy into a huge problem. She suggested that it needs to be considered whether it is a Rail or a downtown issue. Jim said that there will be a separate section added into document that can address the park and ride outlet and enhancements. It was suggested it could precede the recommendations. 7. Next Steps The next meeting will be Thursday,February 27,from 6:30 to 8:00 p.m. in Town Hall. Mike Marr asked Task Force members to review the recommendations and send changes to Beth St.Amand or him.The meeting will focus on completing this document.He adjourned the meeting at 9:10 p.m. Meeting Attendees: Task Force: Craig Dirksen,Mike Marr,Chris Lewis,Martha Bishop,Carolyn Barkley, Alexander Craghead,Marland Henderson, Mike Duyck,Dr.David Torkko,Judy Munro. Interested Parties: Nick Wilson Staff:Jim Hendryx,Beth St.Amand TriMet: Claudia Steinberg,Mary Priester Handouts: -chart -schedule -Memo from Mike Marr to Task Force Members ATTACHMENT: Memo from Chair Mike Marr Distributed 2/03 4